HomeMy WebLinkAbout2004 - MINUTES - 1/28/2004 - STUDY SESSIONSTUDY SESSION
CITY OF PALM SPRINGS
JANUARY 28, 2004
CONVENE IN OPEN SESSION
A. Call to Order-Large Conference Room-All Present
B. Flag Salute
C. City Attorney Report on Matters Discussed in Closed Session-See Page 2 of
Agenda this date.
D. PUBLIC COMMENTS - None
E. COUNCIL COMMENTS/QUESTIONS/REPORTS
Councilmembers commented on various civic functions attended.
F. CITY MANAGER COMMENTS
City Manager withdrew item 2 on the Agenda stating that the item is not ready to
proceed at this time; and announced an upcoming meeting for the residents to
attend with staff and members of the staff of the Agua Caliente Band of Cahuilla
Indians planning department on February 5, 2004 at 3:00 p.m., in the Council
chamber. See attached copy.
G. STUDY SESSION
1. TOURISM SERVICES AGREEMENT
City Manager stated that the current contract lacked stakeholder input;
that a committee has been put together to represent the major
stakeholders and will be recommending to Council budgetary items and
programs; and reviewed major points and terms of the proposed
agreement, see copy on file in Office of the City Clerk.
Director of Tourism, Michael Green, member of Subcommittee and Mary
Jo Gunther, member of subcommittee were introduced. Comments and
information provided by the Tourism Committee and Director of Tourism
are as follows:
Tourism Committee stated that it is recommended that the Department not
be involved in the sponsorship of special events; that the Tourism
Department should not be promoters; that there should be a baseline that
all events in the City should be evaluated on; that there have been
expenditures by the Tourism Department for Special Events that should
be used in marketing and advertising.
Council comments included that there should be a cost center accounting
rather than lumping of budgets.
City Manager stated that the budget approval should include the ability of
the Director to transfer funds within accounts when needed.
Foat questioned if that meant for instance, if advertising was funded
$50,000 and something else needed money, that $40,000 should be
transferred to that fund leaving on $10,000 for advertising?
City Manager stated that funds could be moved around in the budget to
address issues; and that the accounting would come from a listing of what
advertising was done.
City Attorney stated that the flexibility does mean the moving of
expenditures.
Committee stated that a quarterly reporting would be given to the Council,
but that the Director does need the flexibility in order to seize opportunities
when they arise.
Mills stated that in the past Tourism used advertising money for special
events; that if those funds are not used for special events, then the funds
will be available for media expenses.
Tourism Director stated that special events are still being discussed with
the Committee; and that standards for events are being established; but
that the majority of the Committee is not in favor of special event support.
Committee stated that the role of Tourism should be the public relations of
the event, not the logistics of the event.
Mills questioned Main Street input on the topic of special events.
Committee stated that if a promoter comes up, then tourism will help clear
the way, but that the Department should not be the producer.
Pougnet stated that special event requests should come to the Council;
that this is a difficult budget year; and that the City Manager should give
projections of the upcoming events.
City Manager stated that a listing would be provided in the future.
Tourism stated that Palm Springs must remain a destination meaning it is
a location that has it all; that the City does need to drop the word
seasonal.
Mayor stated that there are differences between special events and
tourism, that special events raise community spirit and is good PR; that
others puts heads in beds; that the second year of an event should be
hosted by a promoter and not the tourism department and that post event
reporting is important and should be done; that tourism should remain a
resource for special events; that tourism is a lifeline to the budget; that an
increase is needed in the tourism investment.
City Manager stated that the recommendation is a year-to-year contract
with the point outlined in the handout and questioned if the Council would
rather have a five-year contract with performance goals.
City Attorney stated that the contract with SMG for the Convention Center
is a performance based contract; that criteria has been established that
quantifies increases over the term of the contract; with a one year contact,
there is not a lot of reason to add performance measures, in that the
contract is reviewed annually for renewal; that is the Council desires to
base funding on ability to produce, then some times needs to develop the
performance standards for the contract and that it would be recommended
to be a term of five years; that if the Council desires a one year agreement
to allow the expiration term to be equal to the Convention Center that a
shorter term could be approved and then a longer term contract at a later
date when the points are negotiated.
Assistant City Manager stated that the existing contract does expire in
February 2004.
Mayor stated that a basic contract for a period of five years to include the
provision that the Council allocates the budget each year based on
performance standards would be best.
Foat stated that there will be impact from SB52 and requested staff to
provide additional information regarding the Senate Bill.
Tourism Director stated that the Bill basically adds additional money to a
per room charge to assist in funding the State Marketing Plan.
Pougnet stated that a year-to-year contract as the City Manager requested
is recommended.
City Manager stated that there is an issue of the increased rent of $17,000
that does need to be addressed, and that the City does now own the
building and to charge rent is in reality charging us.
3. E-GOVERNMENT PERMITTING SYSTEM
Assistant City Manager reviewed handouts, copy on file in Office of the
City Clerk.
McCulloch stated that this project should not have mission creep; that
there should be a fixed price submitted and that price should provide for
what is needed.
Consultant reviewed handouts and added that the price of $180,000 was
negotiated through the Assistant City Manager; that the price does include
all facets of the program for building and planning permit processing and
that the true value of the program is higher, but that the costs were
negotiated.
Director of Planning & Zoning stated that Dana Wolff, Planner at
Sunnyvale was contacted regarding the program and reported that the
system has had a positive impact on the department and the citizens.
Assistant City Manager stated that the E-Gov proposal will fill the
recommendations by the Economic Development Task Force, that
developers and citizens will be able to track building permits, plan checks,
planning applications, design reviews for the departments in Development
Services; that the project will be given final scope and the full budget
presented to Council at an upcoming meeting.
Council consensus to move forward with the product and refining of terms
and price.
ADJOURN